Writing a complaint letter can be daunting. Knowing how to structure it effectively ensures your concerns are heard and addressed. This guide provides samples to help you.
Each example focuses on clear communication and professionalism. By presenting your issue calmly and directly, you increase the likelihood of a positive resolution.
These complaint letter templates cover various scenarios, from faulty products to unsatisfactory services. Modify them to fit your specific situation and needs.
Remember to always keep a copy of your letter for your records. Follow up if you don’t receive a timely response from the company in question.
Sample 1: Faulty Product
[Your Name/Address]
[Date]
[Company Name/Address]
Dear [Contact Person],
I am writing to complain about a [product name] I purchased on [date] from [store name]. The product [describe fault]. I have attached a copy of my receipt.
I would appreciate a [refund/replacement].
Sincerely,
[Your Name]
Sample 2: Poor Service
[Your Name/Address]
[Date]
[Company Name/Address]
Dear [Contact Person],
I am writing to express my dissatisfaction with the service I received on [date] at [location]. The issue was [describe the poor service].
I request [specific action you want taken].
Sincerely,
[Your Name]
Sample 3: Billing Error
[Your Name/Address]
[Date]
[Company Name/Address]
Dear [Contact Person],
I am writing to dispute a charge on my account [account number]. The charge is for [amount] and is dated [date]. I believe this is an error because [explain why].
I request that this charge be removed from my account.
Sincerely,
[Your Name]
Sample 4: Damaged Goods During Delivery
[Your Name/Address]
[Date]
[Company Name/Address]
Dear [Contact Person],
I am writing to report damage to goods received on [Date] with order number [Order number]. When I received the package, it was clearly damaged, and the contents were also broken/damaged.
I request that you send a replacement item.
Sincerely,
[Your Name]
Sample 5: Unprofessional Conduct
[Your Name/Address]
[Date]
[Company Name/Address]
Dear [Contact Person],
I am writing to report unprofessional conduct. On [Date] at approximately [Time], I experienced rudeness from one of your employee [Employee Name/Job Title].
I hope that you will address this issue.
Sincerely,
[Your Name]
Sample 6: Disagreement with Service
[Your Name/Address]
[Date]
[Company Name/Address]
Dear [Contact Person],
I am writing to express disagreement of Service. On [Date] at approximately [Time], the service was not up to standard with [Service Name/Job Title].
I hope that you will improve your service.
Sincerely,
[Your Name]
Sample 7: Late Delivery Issue
[Your Name/Address]
[Date]
[Company Name/Address]
Dear [Contact Person],
I am writing to express about the Late Delivery. On [Date], I supposed to received the product but until now I did not.
I hope that you will deliver my product.
Sincerely,
[Your Name]
Sample 8: Product Does not work
[Your Name/Address]
[Date]
[Company Name/Address]
Dear [Contact Person],
I am writing to express about the the product is not working. On [Date], I have test the product, but its not working,
I hope that you will replace my product.
Sincerely,
[Your Name]
Sample 9: False Advertisement
[Your Name/Address]
[Date]
[Company Name/Address]
Dear [Contact Person],
I am writing to express about the False Advertisement. Your Advertisement does not match with the product.
I hope that you will correct the advertisement for the betterment of the customer.
Sincerely,
[Your Name]
Sample 10: Damaged Item
[Your Name/Address]
[Date]
[Company Name/Address]
Dear [Contact Person],
I am writing to express about the item is damaged. When the item delivered to me, its already damaged.
I hope that you will replace the damaged item to me.
Sincerely,
[Your Name]
Sample 11: Incomplete Items
[Your Name/Address]
[Date]
[Company Name/Address]
Dear [Contact Person],
I am writing to express about the item is incomplete. I receive the item but its incomplete.
I hope that you will complete my item.
Sincerely,
[Your Name]
Sample 12: Wrong Item Delivered
[Your Name/Address]
[Date]
[Company Name/Address]
Dear [Contact Person],
I am writing to express about the Wrong Item. I did not received the item that I order.
I hope that you will correct my order.
Sincerely,
[Your Name]
Sample 13: Wrong Amount of Bill
[Your Name/Address]
[Date]
[Company Name/Address]
Dear [Contact Person],
I am writing to express about the Wrong Bill. The amount I receive is not correct.
I hope that you will correct the bill and send it to me.
Sincerely,
[Your Name]
Sample 14: Unfair Price
[Your Name/Address]
[Date]
[Company Name/Address]
Dear [Contact Person],
I am writing to express about the Price is Unfair. I did not agree of the price that you charge me.
I hope that you will review the price of the items.
Sincerely,
[Your Name]
Sample 15: No Response
[Your Name/Address]
[Date]
[Company Name/Address]
Dear [Contact Person],
I am writing to express about the No Response. I did not received response from you.
I hope that you will respond me back.
Sincerely,
[Your Name]
Sample 16: No Reciept
[Your Name/Address]
[Date]
[Company Name/Address]
Dear [Contact Person],
I am writing to express about the No Reciept. I did not received receipt for my order.
I hope that you will send me the receipt.
Sincerely,
[Your Name]
Sample 17: Rude
[Your Name/Address]
[Date]
[Company Name/Address]
Dear [Contact Person],
I am writing to express about the Rude. Your employee is rude when talking to the customer.
I hope that you will train your employee.
Sincerely,
[Your Name]
Sample 18: Late Delivery
[Your Name/Address]
[Date]
[Company Name/Address]
Dear [Contact Person],
I am writing to express about the Late Delivery. You are not ontime when you deliver the items.
I hope that you will deliver it on time.
Sincerely,
[Your Name]
Using these samples as a starting point empowers you to craft effective complaint letters. Remember to be clear, concise, and professional to achieve the best outcome.